The IRMS Information Management Toolkit for Schools
The Information and Records Management Society (IRMS) has merged its Academies data retention guidance with the schools guidance.
Pupil Records
Every school, except independent ones, is obligated to maintain a pupil record for each student. Early Years settings have their specific record-keeping criteria. The "Pupil Record" encompasses educational and curriculum data and is pivotal in tracking a student's journey through the education system, accompanying them throughout their school tenure. This record formally documents academic accomplishments, skills, abilities, and school progress. This guidance aims to standardize the management of pupil records across all schools, outlining content suggestions, advice for transitioning to the next educational level, and protocols for paper and electronic record retention and disposal.
Pupil Record Documentation and Disclosure of Information
Pupil Record Documentation and Disclosure of Information Pupil records may exist in paper or electronic formats, potentially integrated into the school's management information system (MIS). Each school employs its system, which might involve a blend of electronic and hard copy files. All information should be easily retrievable, accurately recorded, and conveyed professionally, as students and parents have the right to access educational records through two avenues:
- Requesting the educational record: The Education (Pupil Information) (England) Regulations 2005 mandate that parents of students in maintained schools receive the pupil record within 15 school days upon request. This regulation doesn't extend to Academies, independent schools, etc.
- Subject access requests under Data Protection legislation: Information requests by students or parents fall under Data Protection legislation.
Paper Files Front Cover Information:
- Student's surname and forename;
- Date of birth;
- Unique Pupil Number;
- Date the file was initiated/opened Additionally, it might be beneficial to include the following inside the front cover for easy access by authorized personnel;
- Emergency contact details;
- Preferred name;
- Names and contact details of adults with parental responsibility;
- Reference to additional information on allergies/medical conditions;
- Involvement of other agencies (e.g., SEN, speech and language therapist); and
- Mention of any linked files.